Senior Executive Administration (Information Technology)

OVERVIEW

General Operation Support

• Provide IT related administrative, management and operations support.
• Perform a variety of IT related administrative tasks to help keep department run smoothly.
• To organize and maintain proper filing and records, handle confidential documents ensuring they remain secure.
• Managing superior diaries and organising meetings and appointments.
• Liaise with appointed legal team for legal documents review.
• Liaising with staff, suppliers, and cross department team.
• Collating and filing expenses. Organize and maintain records, filing, IT townhall, IT event, external program and etc
• Responsible for office related of the purchasing and/or inventory functions Monitor spare part life cycle and aging trends, recommend inventory optimization strategies.
• Handling external and internal communication and correspondence when required.

Budget Management and Control

• To manage annual budget planning and budget control processes and expenses record.
• To support process improvement in areas related to budgeting and expenses management.
• To monitor and track variances and provide recommendation for cost optimization
• To coordinate with IT Managers for PR preparation and IT Expenses record
• Develop and maintain the software license management procedures and policies.
• Prepare report in a timely manner.

Software License Management:

• To manage every type of software license such as OEM, trial, concurrent, individual, volume, enterprise, node locked, free, named user, and CAL licenses, etc
• To keep notifying if some license is about to expire or to support license agreements.
• Provides expertise in software licensing and will act as the central point of knowledge and management of software licences within IT department.
• Responsible for maintaining relationships with third party suppliers and the related IT Operation team.
• Develop and maintain the software license management procedures and policies.
• Prepare report in a timely manner.

Administration and Manpower Planning

• Ordering office supplies and replacements, as well as managing courier services, office utilities bills and petty cash.
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Excel in IT administration duties with keen eye to improve productivity and procedure. Able to guide and lead in maintaining/improving documentation, tracking.
• Support workforce planning, resources allocation, organization design
• Maintain accurate records for staffing and capacity planning
• Collect, validate, and analyze operational data (budget, headcount, spare part aging, resource utilization, SLA, etc).
• Prepare dashboards and reports for KPIs and operational performance.

REQUIREMENTS

• Minimum in Diploma in Information Technology, Secretary, Business Admin, Administrative Management, or any other fields deemed applicable.
• Minimum 5 years of working experience with similar roles and responsibilities preferred.
• Extensive experience in using office software such as MS Word, Excel, PowerPoint and other tools.